Information for Applicants to the Proof of Concept Grants

European Research Council (ERC)
Information for Applicants
to the Proof of Concept Grants 2017 Call
Version 1.0
2 August 2016
Purpose of this document
This document provides practical information to potential applicants in preparing and submitting an
application for an ERC Proof of Concept Grant.
The document is divided into two parts:
1: Applying for an ERC Proof of Concept Grant
2: Annexes
The present document is based on the legal documents setting the rules and conditions for the ERC
frontier research grants and for other ERC actions, in particular the ERC Work Programme 2017 1, the
revised ERC Rules for the submission of proposals and the related evaluation, selection and award
procedures relevant to the Specific Programme of H2020 (hereinafter "ERC Rules for Submission)2,
and the ERC Model Grant Agreement. This document does not supersede the afore-mentioned
documents, which are legally binding. Should there be any discrepancies between the
aforementioned legal documents and this document, the former will prevail. The European
Commission, the ERC Executive Agency or any person or body acting on their behalf cannot be held
responsible for the use made of this document.
This Information for Applicants document may be further modified based on the experiences gained
from preceding calls for proposals, on changes applied to Proof of Concept grants and the submission
processes.
Note: As with other parts of the EU’s Horizon 2020 Framework Programme, National Contact Points
(ERC NCPs) have been set up across Europe3 by the national governments to provide information and
personalised support to ERC applicants in their native language. The mission of the ERC NCPs is to raise
awareness, inform and advise on ERC funding opportunities as well as to support potential applicants in
the preparation, submission and follow-up of ERC grant applications. For details on the ERC NCP in your
country please consult the ERC website at http://erc.europa.eu/national-contact-points or the
Participant Portal at
https://ec.europa.eu/research/participants/portal/desktop/en/support/national_contact_points.html.
1
2
European Commission C(2016)4616 of 25 July 2016.
European Commission C(2015) 4975 of 23 July 2015:
http://ec.europa.eu/research/participants/data/ref/h2020/sgl/erc/h2020-erc-se-rulesamended_en.pdf
3
This applies to EU Member States and Associated Countries. Some other countries also provide this service.
2
TABLE OF CONTENTS
PURPOSE OF THE DOCUMENT............................................................................................. 2
1: APPLYING FOR AN ERC PROOF OF CONCEPT GRANT ....................................................... 4
1.1 PREPARING AND SUBMITTING AN ERC PROOF OF CONCEPT GRANT APPLICATION . 5
1.1.1 Objectives and principles of ERC funding ..................................................................5
1.1.2 How to complete the grant application ....................................................................9
1.1.2.1 Instructions for completing the online Proposal Submission Forms .....................9
1.1.2.2 Instructions for completing 'Part B' of the proposal .......................................... 20
1.1.2.3 Supporting Documentation ................................................................................ 23
1.1.3 How to submit the grant application ..................................................................... 25
1.1.3.1 Modifying or withdrawing a proposal................................................................ 32
1.2 EVALUATION AND SELECTION OF GRANT PROPOSALS, .......................................... 32
1.2.1 Eligibility Check ....................................................................................................... 32
1.2.2 Evaluation of proposals .......................................................................................... 33
1.2.3 Ethics Review .......................................................................................................... 34
1.2.5 Feedback to applicants ........................................................................................... 35
1.2.5.1 Evaluation Review Procedure ............................................................................. 35
2: ANNEXES....................................................................................................................... 37
ANNEX 1: COMMITMENT OF THE HOST INSTITUTION ....................................................... 38
ANNEX 2: SPECIFIC GUIDANCE RELATED TO ETHICS .......................................................... 39
3
1: Applying for an ERC Proof of Concept
Grant
4
1.1
Preparing and submitting an ERC Proof of Concept Grant application
1.1.1 Objectives and principles of ERC Proof of Concept Grant 2017
The ERC Work Programme 2017 sets out the Objectives and Principles of ERC funding. The ERC Proof
of Concept Grants aim to maximise the value of the excellent research that the ERC funds, by funding
further work (i.e. activities which were not scheduled to be funded by the original ERC frontier
research grant) to verify the innovation potential of ideas arising from ERC funded projects.
The objective is to provide funds to enable ERC-funded ideas to be brought to a pre-demonstration
stage where potential commercialisation or societal opportunities have been identified.
Innovations can be commercialised through licenses to a new or existing company or through a
venture funded start-up, depending on the nature of the invention/idea, its potential markets, and
the inventor's plans for future involvement in the commercialisation. Innovations can also feed into
ventures aimed at addressing social and environmental goals including by social entrepreneurs and
the voluntary and not-for-profit sectors.
This action is open to Principal Investigators (PI) already benefitting from an ERC frontier research
grant (Starting, Consolidator, Advance and Synergy) of any nationality who intends to conduct their
Proof of Concept activity in any EU Member State4 or Associated Country5.
Proof of Concept Grants are therefore on offer only to ERC grant holders (PI) whose proposals draw
substantially on their ERC funded research.
The ERC Proof of Concept call aims at supporting ERC grant-holders to establish the innovation
potential of their idea during the pre-demonstration phase.
This would help among others:
•
establishing viability, technical issues and overall direction
•
clarifying IPR position and strategy
•
providing feedback for budgeting and other forms of commercial discussion
•
providing connections to later stage funding
•
covering initial expenses for establishing a company
4
The EU Member States are: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia,
Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, the
Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, and United Kingdom.
5
Please consult the link for the list of Associated Countries. Please also check the online manual for up-to-date
information on the current position for Associated Countries.
5
Box 1
Guiding principles of the ERC Proof of Concept Grants

Only Principal Investigators of an ERC frontier research grant may apply.

Aim is to verify the innovation potential of an idea arising from an ERC-funded project.

Clear separation between activities to be funded and activities already funded under the
ERC frontier research grant is needed.

Grants are awarded to the host institution that engages the PI.

Host institutions must be established in an EU Member State4 or Associated Country5.
Size of ERC Proof of Concept Grants
Proof of Concept grants can be up to a maximum of EUR 150 000 for a period of 18 months (12
months project + 6 month integrated extention). The ERC expects that normally, proof of concept
projects should be completed within 12 months. However, to allow for those projects that require
more preparation time, projects will be signed for 18 months. Given this initial flexibility, extensions
of the duration of proof of concept projects may be granted only exceptionally.
The European Union financial contribution will take the form of the reimbursement of up to 100% of
the total eligible and approved direct costs and of a flat-rate financing of indirect costs on the basis of
25% of the total eligible direct costs6.
Specific Eligibility Criteria
Proof of Concept Grant
Specific Eligibility
Criteria
The PI must be an ERC frontier research grant holder that is either ongoing or where the project fixed in the ERC Grant Agreement has ended
less than 12 month before 1 January 2017.
The PoC proposal has to draw substantially on an ERC funded research.
The relation between the idea to be taken to proof of concept and the
ERC frontier research project (Starting, Consolidator, Advanced or
Synergy) in question must be demonstrated.
Eligible Host Institutions
The host institution must engage the Principal Investigator for at least the duration of the project, as
4
defined in the ERC model grant agreement. It must either be established in an EU Member State or
5
Associated Country , or it may be an International European Interest Organisation (such as CERN,
EMBL, etc.), the European Commission's Joint Research Centre (JRC) or any other entity created
6
In H2020 it is not possible to ask lower percentages for the indirect costs. Eligible direct cost: excluding the
direct costs for subcontracting and the costs of resources made available by third parties, which are not used on
the premises of the host institution.
6
under EU law. Any type of legal entity, public or private, including universities, research organisations
and undertakings can host Principal Investigators and their teams.
As part of the application, the host institution must provide a binding statement according to the
template annexed to this document (see Annex 1), proving its engagement to the Principal
Investigator for at least the duration of the proof of concept project. Proposals that do not include
this institutional statement may be ruled ineligible and not considered for evaluation.
Ethical Issues
Some frontier research activities and methodologies may have ethics implications or may raise
questions which will require sound ethical assessment in order to ensure that research supported by
an ERC grant respects the fundamental ethics principles (see point 1.2.3 and Annex 2 to this
document).
Research Integrity
Cases of scientific misconduct such as fabrication, falsification, plagiarism or misrepresentation of
data will be considered as breaches of fundamental ethical principles and the proposals concerned
may result in rejection of proposals from evaluation or from the grant preparation in accordance
with section 3.11 of the ERC Rules for Submission. Plagiarism detection software may be used to
analyse proposals submitted to the ERC.
Preparing and submitting an ERC Proof of Concept Grant application7
ERC grant applications can be submitted only in response to a ‘call for proposals’. Calls announced in
the ERC Work Programme 2017 are published on the ERC website8, the Research and Innovation
Participant Portal9, and in the Official Journal of the European Union10.
It is a continuous call with three deadlines; an applicant may submit only one application per call.
(Ineligible and withdrawn proposals do not count against this limit)
The provisional timing of evaluation will be updated on a regular basis on the ERC website.
The submission deadlines foreseen are:
ERC-2017-PoC-1: 19th January 2017, 17.00 (Brussels local time)
ERC-2017-PoC-2: 25th April 2017, 17.00 (Brussels local time)
ERC-2017-PoC-3: 5st September 2017, 17.00 (Brussels local time)
7
The working language of the ERC evaluation panels is English. Please note that accordingly the evaluation
reports will be available in English only. If the proposal is not in English, a translation of the full proposal would be
of assistance to the experts. An English translation of the abstract must be included in the proposal.
8
http://erc.europa.eu/
9
http://ec.europa.eu/research/participants/portal
10
http://eur-lex.europa.eu/JOIndex.do?ihmlang=en
7
Please note that the foreseen submission deadlines could be modified after the publication of the
calls. You are therefore invited to periodically consult the Research and Innovation Participant Portal9
where any modifications of the submission deadlines are indicated.
Box 2 Key features of the ERC grant application procedure

Applications should be submitted by a single PI in conjunction with and on behalf of
her/his host institution, which is the applicant legal entity.

Submission is accepted only via the web-based Participant Portal Submission Service
(PPSS). The application procedure consists of a single submission stage.

A complete ERC PoC proposal consists of three separate components:

-
The online administrative 'Proposal Submission Forms'
-
The proposal (Part B), and
-
The supporting documentation (host institution support letter, and any further
documentation related to eligibility and ethics).
Proposal format and number of pages are strictly limited.
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1.1.2 How to complete the grant application
1.1.2.1
Forms 11
Instructions for completing the online administrative Proposal Submission
Proposals must be submitted electronically via the web-based Participant Portal Submission Service
(PPSS)12. Please read point 1.1.3 of this document before starting the pre-registration process. The
PPSS Guide is available online at
http://ec.europa.eu/research/participants/data/support/sep_usermanual.pdf
In the submission forms, the PI is asked to fill the administrative data online that will be used in the
evaluation and further processing of the proposal. The administrative forms are an integral part of
the proposal and are divided in 5 Sections:
1 – General Information
2 – Administrative data of participating organisations
3 – Budget
4 – Ethics
5 – Call specific questions
Section 1 – General Information contains information about the proposal, including an abstract of
the project proposal. Furthermore, section 1 contains declarations related to the proposal and the
participation in H2020.
Section 2 – Administrative data of participating organisations contains information about the PI and
the PI’s host institution13.
Section 3 – Budget contains information about the total estimated project costs and the requested
EU contribution. The amount given in the online financial form (section 3) must correspond exactly to
the information provided in the proposal text (Part B, section 4.a resources).
Please ensure that all costs are given in whole Euros (integer), not thousands of Euros.
Section 4 – Ethics serves to identify any ethical aspects of the proposed work. This table has to be
completed even if there are no issues (simply confirm that none of the ethical issues apply to the
proposal). Please note that, in case you answer YES to any of the questions, you are requested to
provide an Ethics Self-Assessment and additional ethics documentation – if applicable, as detailed in
the Ethics Issues Table checklist (in Annex 2 to this document).
Section 5 – Call specific questions contains the explanation of the relation between the existing ERC
frontier research grant and the proposed PoC (answer to this question is compulsory and will be used
11
The Service Specific Privacy Statement (SSPS) on the protection of personal data related to the processing
operations of applicants' and beneficiaries' data: proposal evaluation, grant management and follow-up in H2020
is available through the following link: http://ec.europa.eu/research/participants/data/support/legal_notice/h2020ssps-grants_en.pdf
Applicants are reminded not to provide irrelevant and excessive data (mainly with regards to health data).
12
For General user guidance please refer to the User Guide of the Submission Service.
The H2020 Online Manual (http://ec.europa.eu/research/participants/docs/h2020-funding-guide/grants/applyingfor-funding/submit-proposals_en.htm) describes the standard process of proposal submission. The 'IT HOW TO'
wiki site provides an online IT manual with screenshots.
13
The filling of additional section 2 forms, corresponding to other institutions of team members ('additional
participants'), may be necessary.
9
for eligibility check) and declarations related to eligibility and permission statements on data-related
questions and data protection. Please note that these consents are entirely voluntary.
The following notes are for information only. They should assist you in completing the online
proposal Submission forms of your proposal. On line guidance will also be available. The precise
questions and options presented in PPSS may differ slightly from these below.
Please regularly consult the Research and Innovation Participant Portal call page for updated
information or contact the PPSS Service Desk by using the Horizon 2020 Help Desk:
http://ec.europa.eu/research/index.cfm?pg=enquiries or the Participant Portal IT Helpdesk
http://ec.europa.eu/research/participants/api/contact/index.html or by contacting the SEP
helpdesk on +32 (2) 29 92222.
1 – General information (notes for information ONLY)
* Failure to respond to the mandatory fields below will block the submission.
Topic
Call
identifier
Type of Action
[pre-filled]
Chosen upfront on the participant portal call page ERC-PoC-2017.
[pre-filled]
The call identifier is the reference number given in the call or part of the call you are applying for,
as indicated in the publication of the call in the Research and Innovation Participant Portal –
H2020 Calls. A call identifier looks like this: ERC-2017-PoC.
[pre-filled]
Definition for 'type of action', ERC-PoC.
[pre-filled]
Deadline ID
Proposal
Acronym
[pre-filled but editable]
The short title or acronym will be used to identify your proposal efficiently in this call. It should
be of no more than 20 characters (use standard alphabet and numbers only; no spaces, symbols
or special characters please).
The same acronym should appear on each page of the proposal.
Proposal
Title (max. 200 char.)
(non- confidential
information)*
The title should be no longer than 200 characters and should be understandable to the nonspecialist in your field.
The estimated duration of the project in full months (0-18 months).
Duration in
Months*
The ERC expects that normally, proof of concept projects should be completed within 12 months.
However, to allow for those projects that require more preparation time, projects will be signed for 18
months. Given this initial flexibility, extensions of the duration of proof of concept projects may be
granted only exceptionally.
10
Related ERC project ID
number
End date of the related
ERC project
(DD/MM/YYYY)
Free
Keywords
Abstract (min.100/
max. 2000 char.)
(non-confidential
information)
Mandatory: This is the reference number (6-digit ID number) of the related ERC project. This
number can be found in the Grant Agreement or, alternatively, on our website
http://erc.europa.eu under the “Funded Projects” link.
The End date of the Grant Agreement for the ERC related project (which ID was provided
before) should be stated. (DD/MM/YYYY)
Please enter free text keywords that you consider best characterise the scope of your proposal.
The choice of keywords should take into account any multi-disciplinary aspects of the proposal.
The abstract should, at a glance, provide the reader with a clear understanding of the objectives
of the proposal and how they will be achieved. The abstract will be used as the short description
of your proposal in the evaluation process and in communications to contact in particular the
ERC experts and/or inform the Commission and/or the programme management committees
and/or relevant national funding agencies (The consent for disclosing to relevant national
funding agencies the evaluation results of your proposal in case it is recommended for funding is
requested below.). It must therefore be short and precise and should not contain confidential
information.
Please use plain typed text, avoiding formulae and other special characters. The abstract must
be written in English. There is a limit of 2000 characters (spaces and line breaks included).
In order to best review
your application, do
you agree that the
above non confidential
proposal title and
abstract can be used,
without disclosing your
identity, when
contacting potential
reviewers?*
Has this proposal (or a
very similar one) been
submitted in response
to a call for proposals
under the 7th
Framework
Programme, Horizon
2020 or any other EU
programme(s)?
[Yes/No] – In the course of the evaluation procedure, the non-confidential title and abstract of
your proposal may be communicated to potential remote experts, should your proposal be
retained for the evaluation process. Please specify your agreement or disagreement.
[Yes/No] – Please give the proposal reference or contract number. (Indication here on the
number format)
Failure to respond to the first question below will block the submission. Please select the
applicable response in point 4.
1.
2.
3.
Declarations
The Principal Investigator declares to have the explicit
consent of all applicants on their participation and on
the content of this proposal.*
The Principal Investigator declares that the information
contained in this proposal is correct and complete.
The Principal Investigator declares that this proposal
complies with ethical principles (including the highest
standards of research integrity — as set out, for instance,
in the European Code of Conduct for Research Integrity
— and including, in particular, avoiding fabrication,
11
[Yes/No]
[Yes/No]
[Yes/No]
falsification, plagiarism or other research misconduct).
4.
The Principal Investigator hereby declares that:
- in case of multiple participants in the proposal, the coordinator
has carried out the self-check of the financial capacity of the
organisation on
https://ec.europa.eu/research/participants/portal/desktop/en/or
ganisations/lfv.html or to be covered by a
financial viability check in an EU project for the last closed
financial year.. Where the result was “weak” or “insufficient”, the
Principal Investigator confirms being aware of the measures that
may be imposed in accordance with the H2020 Grants Manual
(Chapter on Financial capacity check)
[Yes/No] – Please tick the one declaration (out of
three options) that is applicable to your proposal
- in case of multiple participants in the proposal, the coordinator is
exempt from the financial capacity check being a public body
including international organisations, higher or secondary
education establishment or a legal entity, whose viability is
guaranteed by a Member State or associated country, as defined
in the H2020 Grants Manual (Chapter on Financial capacity check)
- in case of a sole participant in the proposal, the applicant is
exempt from the financial capacity check.
5.
The Principal Investigator hereby declares that each
applicant has confirmed:
to have the financial and operational capacity to carry out the
proposed action.
Where the proposal is to be retained for EU funding, each
beneficiary applicant will be required to present a formal
declaration in this respect.
[Yes/No] - The Principal Investigator is only
responsible for the correctness of the information
relating to his/her own organisation. Each applicant
remains responsible for the correctness of the
information related to him and declared above.
Where the proposal to be retained for EU
funding, the coordinator and each beneficiary
applicant will be required to present a formal
declaration in this respect.
According to Article 131 of the Financial Regulation of 25 October 2012 on the financial rules applicable to the general
budget of the Union (Official Journal L 298 of 26.10.2012, p. 1) and Article 145 of its Rules of Application (Official Journal L
362, 31.12.2012, p.1) applicants found guilty of misrepresentation may be subject to administrative and financial penalties
under certain conditions.
Personal data protection
The assessment of your grant application will involve the collection and processing of personal data (such as your name,
address and CV), which will be performed pursuant to Regulation (EC) No 45/2001 on the protection of individuals with
regard to the processing of personal data by the Community institutions and bodies and on the free movement of such
data. Unless indicated otherwise, your replies to the questions in this form and any personal data requested are required to
assess your grant application in accordance with the specifications of the call for proposals and will be processed solely for
that purpose. Details concerning the purposes and means of the processing of your personal data as well as information on
how to exercise your rights are available in the privacy statement. Applicants may lodge a complaint about the processing
of their personal data with the European Data Protection Supervisor at any time.
Your personal data may be registered in the Early Detection and Exclusion system of the European Commission (EDES), the
new system established by the Commission to reinforce the protection of the Union's financial interests and to ensure
sound financial management, in accordance with the provisions of articles 105a and 108 of the revised EU Financial
Regulation (FR) (Regulation (EU, EURATOM) 2015/1929 of the European Parliament and of the Council of 28 October 2015
amending Regulation (EU, EURATOM) No 966/2012) and articles 143 - 144 of the corresponding Rules of Application (RAP)
(COMMISSION DELEGATED REGULATION (EU) 2015/2462 of 30 October 2015 amending Delegated Regulation (EU) No
1268/2012) for more information see the Privacy statement for the EDES Database).
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2 – Administrative data of participating organisations (notes for information ONLY)
The section shows the administrative data of the participating organisation as registered and/or validated in
the central registry of organisations of the European Commission, linked to the given PIC number in the
Beneficiary Register (previously the URF).
The first form is given for the host institution. If other organisations are involved, additional forms will appear
for each partner added in step 4 of the online submission system.
Data in blue is read-only, modification is not possible in the proposal forms. For more information on how to
modify this information, please visit the H2020 online manual on the beneficiary register.
NB: Only the Host Institution has to provide the Host Institution Support Letter (see Annex 1)
Host institution (applicant legal entity)
Host Institution
Participant Identification
Code (PIC)
[pre-filled]
Guidance: The Participant Identification Code (PIC) enables organisations to take
advantage of the Participant Portal. PIC numbers are necessary for the submission of
proposals. By entering a PIC, section 2 will be filled in automatically. An online tool to
search for existing PICs and the related organisations is available at
http://ec.europa.eu/research/participants/portal/desktop/en/organisations/register.html
(via the same page). Organisations not yet having a PIC must self-register (via the same
page) before submitting the proposal. Failure to do so will block the submission of your
proposal..
HI Legal name
HI short name
[pre-filled]
[pre-filled]
Address of the organisation
Street
[pre-filled]
Town
[pre-filled]
Postcode
Country
[pre-filled]
[pre-filled]
Webpage
[pre-filled]
Legal Status of your organisation
[Legal status of the participating organisation in the research and innovation programmes as registered and/or
validated in the central registry of organisations of the European Commission. Read more about legal statuses. ]
Legal person
Public body
Non-profit
International organisation
International organisation of European
Interest
Secondary or Higher education
Establishment
[pre-filled]
[pre-filled]
[pre-filled]
[pre-filled]
[pre-filled]
[pre-filled]
13
Research organisation
(pre-filled]
Entreprise Data:
Small and Medium-sized Enterprises (SMEs):
- SME self-declared status
- SME self-assessment
- SME validation sme
Nace code
The enterprise data of the organisation is taken from the
Beneficiary Register. Changes to the self-declared or self-assessed
SME data can be performed by the self-registrant or by the LEAR
(Legal Entity Appointed Representative) in the Beneficiary Register.
[pre-filled]
NACE code gives information about the main activity of the
organisation. The code was selected at the time of registration of
the organisation data. Administrative data for statistical purposes.
[pre-filled]
Department(s) carrying out the proposed work
The information serves mainly statistical purposes. For determining the eligibility of the proposal, the official address
of the organisation is taken into account. You may add up to 3 departments.
Please indicate the address of the main department/institute/ unit that belongs to the
Department
same legal entity carrying out the work. Please use Latin characters. Use the 'Add
Name
Department’ button to add additional departments or units within the same institution
Please
enter
the
street
name
and
number
where
the
Street
department/faculty/institute/laboratory is located, in English.
The town where the department/faculty/institute/laboratory is located, in English
Town
(please avoid any district codes).
Postcode
Please add here the district code.
Country
The country where the department/faculty/institute/laboratory is located, in English.
Principal Investigator
The following information of the Principal Investigator is used to personalise the communications to applicants
and the Evaluation Reports. Please make sure that your personal information is accurate and please inform the
ERCEA in case your e-mail address changes by using the call specific e-mail address: ERC-PoCAPPLICANTS@ec.europa.eu .
The name and e-mail of the contact persons including the Principal Investigator and the Host Institution
contact are read-only in the administrative form (available on Step 5 of the application). Only additional details
can be edited here. To edit the name of the PI, or to give access rights and contact details of contact persons,
please save and close the form, and go back to Step 4 of the submission wizard and save the changes. By reopening the form the data will be updated based on the Step 4 information. Please note that the e-mail
provisions the access rights, therefore it cannot be changed. The name of the person can be edited on Step 4.
Further details are available in the User Guide of the Submission system (PPSS).
Principal Investigator
ORCID ID
Researcher ID
Last Name
Last Name at Birth
If you have a ORCID number please enter it here (an example is 0000-0002-1825-0097)
If you have a researcher identifier number (e.g. Researcher ID, ORCID) please enter it
here.
[pre-filled from 'Contacts' at Step 4]
Last name as given on Passport or Identity Card.
Your last name at birth.
First Name(s)
14
[pre-filled from 'Contacts' at Step 4]
Your first name(s) as given on Passport or Identity Card.
Title
Gender: Female /Male*
Nationality
Please choose one of the following: Prof., Dr., Mr., Mrs., Ms.
This information is required for statistical and mailing purposes. Indicate F or M as
appropriate.
[drop-down menu]
Please select one country.
[drop-down menu]
Country of residence
Date of Birth
(DD/MM/YYYY)*
Please select the country in which you legally reside.
Please specify your date of birth using the format (DD/MM/YYYY).
[drop-down menu]
Country of Birth
Place of Birth*
Please select the country in which you were born.
The town in which you were born. Insert the name of the town in English (please avoid
any district codes).
Contact Address
Current Organisation name
Current
Department/Faculty/
Institute/Laboratory name
Name under which your organisation is registered.
Name under which your department/faculty/institute/laboratory is registered.
Street
The street name and number.
Town*
The town, in English (please avoid any district codes).
Postcode/Cedex
Country*
Phone*
Phone2 / Mobile
E-mail*
The postal code.
[drop-down menu]
Please select one country.
Please insert the full phone number including country and city/area code. Example +322-2991111.
Please insert the full mobile number (or second phone number) including country and
city/area code. Example +32-2-2991111. The mobile phone number is optional, but can
be useful for contact regarding possible interview scheduling or last minute changes.
[pre-filled from 'Contacts' at Step 4]
15
Contact address of the Host Institution and contact person.
The name and e-mail of the Host Institution contact persons are read-only in the administrative form
(available at Step 5 of the application); only additional details can be edited here. To give access
rights and contact details of Host Institution, please save and close the form, then go back to Step 4
of the submission wizard and save the changes. Please note that submission is blocked without a
Main Contact Person and e-mail address for the Host Institution.
Contact address of the Host Institution and contact person
Organisation legal name
First name(s)
Last name
E-mail
Position in organisation
Department
[pre-filled from 'Contacts' at Step 4]
[pre-filled from 'Contacts' at Step 4]
[pre-filled from 'Contacts' at Step 4]
[pre-filled from 'Contacts' at Step 4]
e.g. senior administrative officer
The name under which the host department/faculty/institute/laboratory is registered.
Street
The street name and number.
Town
The town, in English (please avoid any district codes).
Postcode
Country
Phone
Phone2 / Mobile
The postal code.
[drop-down menu]
Please select one country.
Please insert the full phone number including country and city/area code. Example +322-2991111.
Please insert the full mobile number (or second phone number) including country and
city/area code. The mobile number is optional, but can be useful for contact regarding
possible interview scheduling or last minute changes.
Other Contact Persons with access rights
First name(s)
[pre-filled from 'Contacts' at Step 4]
Last name
[pre-filled from 'Contacts' at Step 4]
E-mail
[pre-filled from 'Contacts' at Step 4]
Editable. Please insert the full phone number including country and city/area code.
Phone
Example +32-2-2991111.
16
3 – Budget (notes for information ONLY)
Financial information (in euros) – whole duration of the project
This simplified budget table summarises the total estimated eligible cost and the requested EU contribution, as they
are also presented in the proposal ( Part B, section 4, a. Resources). Please ensure that the figures in this table match
the total eligible costs and requested EU contribution in Part B (section 4.a Resources), where needed including the
25% indirect costs.
Please ensure the table contains the correct total eligible cost and requested grant in whole Euro integers, not
thousands of Euros.
Participant
Number in this proposal
The PI’s host institution of the proposal is automatically number one.
Organisation short
name
Read-only based on the PIC data in the Beneficiary Register.
Organisation country
Read-only based on the PIC data in the Beneficiary Register.
Total Eligible
Costs/€
Requested
Grant/€
The total estimated eligible costs14 consist of the following cost categories (A+B+C) as
listed in the template budget table of Part B:
A - Total direct costs (Total personnel15 and Total other direct costs),
B - Indirect costs/overheads (0.25 of Total direct costs (a). Indirect costs are fixed to a
flat rate of exactly 25%)
C1 - Subcontracting costs (without overheads)
C2 - Other direct costs with no overheads16 (i.e. costs of resources made available by
third parties which are not used on the premises of the beneficiary)
The total budget that you are requesting as the ERC grant (in Euros)
4 – Ethics issue table (notes for information ONLY)
In H2020 the completion of a general Ethics table has become compulsory and part of the online
administrative submission forms. The PI must indicate any ethics issue in this section 4 together with
a proposal page number (referring to Part B). For correct indication of any ethics issue related to your
15
There is no minimum level of commitment explicitly required for the PI of a PoC proposal. However, as the PI is
responsible for managing the PoC project, the percentage of the PI's working time spent on the action cannot be
zero (although it could be less than 10%). It is essential that the cumulative amount of time declared by the PI on
the PoC action and on the main StG/CoG/AdG grant (if still ongoing) does not exceed 100%.of the PI's total
working time.
In principle, if the PI charges salary to the PoC action, the Host Institution must keep time records for the number
of hours declared. Similarly, all team members for which personnel costs are being charged should keep time
sheets of the hours worked on the project (see also Article 18.1 of the Annotated Model Grant Agreement http://ec.europa.eu/research/participants/data/ref/h2020/grants_manual/amga/h2020-amga_en.pdf )
16
H2020 ERC Model Grant Agreement - Articles 11 and 12
http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html#h2020-mga-erc
17
proposal, please refer to Annex 2 to this document. Annex 2 will also give guidance on how to write
the ethics self-assessment and give indication of any supporting documentation needed for the
Ethics review procedure.
Areas excluded from funding under Horizon 2020 (Art. 19.3 of the H2020 Framework Programme)
(i) Research activity aiming at human cloning for reproductive purposes;
(ii) Research activity intended to modify the genetic heritage of human beings which could make
such changes heritable (Research relating to cancer treatment of the gonads can be financed);
(iii) Research activities intended to create human embryos solely for the purpose of research or for
the purpose of stem cell procurement, including by means of somatic cell nuclear transfer.
All Horizon 2020 funded research shall comply with the relevant national, EU and international ethics
related rules and professional codes of conduct. Where necessary, the beneficiary(ies) shall provide
the ERCEA with a written confirmation that it has received (a) favourable opinion(s) of the relevant
ethics committee(s) and, if applicable, the regulatory approval(s) of the competent national or local
authority(ies) in the country in which the research is to be carried out-. The official approvals must be
kept on file and be submitted upon request by the host institution to the Agency.
For further explanation on the questions see "How to Complete your Ethics Self-Assessment".
Ethics Issues (extended table available in Annex 2)
[Tickbox] - The Ethics Issues Table has to be completed
even if there are no issues (simply confirm that none of
the ethics issues apply to the proposal).
I confirm that I have taken into account all ethics issues
described above and that, if any ethics issues apply,
I will complete the ethics self-assessment and attach
the required documents.
If any of the ethics issues indicated in the Ethics Issues
Table apply to your proposal, you must provide an ethics
self-assessment following the instruction in Annex 2.
For indication of additional supporting documentation
needed, please see the extended table of ethics issues in
Annex 2.
5 – Call specific questions (notes for information ONLY)
Eligibility
I acknowledge that I am aware of the eligibility
requirements for applying for this ERC call as specified
in the ERC Work Programme 2017, and certify that, to
the best of my knowledge my application is in
compliance with all these requirements. I understand
that my proposal may be declared ineligible at any
point during the evaluation or granting process if it is
found not to be compliant with these eligibility
criteria*.
[Tickbox] - Please confirm that you are eligible according
to all requirements established in the ERC Work
Programme 2017.
I confirm that the proposal that I am about to submit
draws substantially on an existing or recently
finished ERC funded frontier research grant
[Tickbox]
18
Data-Related Questions and Data Protection
Consent to any question below is entirely voluntary. A positive or negative answer will not affect the evaluation of
your project proposal in any form and will not be communicated to the evaluators of your project
For communication purposes only, the ERC asks for your
permission to publish, in whatever form and medium,
your name, the proposal title, the proposal acronym,
the panel, and host institution, should your proposal be
retained for funding.
Some national and regional public research funding
authorities run schemes to fund ERC applicants that
score highly in the ERC's evaluation but which cannot be
funded by the ERC due to its limited budget. In case
your proposal could not be selected for funding by the
ERC do you consent to allow the ERC to disclose the
results of your evaluation (score and ranking
range) together with your name, non-confidential
proposal title and abstract, proposal acronym, host
institution and your contact details to such authorities?
This consent is entirely voluntary and refusal to give it
will in no way affect the evaluation of your proposal.
[Yes/No]
[Yes/No]
The ERC is sometimes contacted for lists of ERC funded
researchers by institutions that are awarding prizes to
excellent researchers. Do you consent to allow the ERC
to disclose your name, non-confidential proposal title
and abstract, proposal acronym, host institution and
your contact details to such institutions? This consent is
entirely voluntary and refusal to give it will in no way
affect the evaluation of your proposal.
[Yes/No]
The Scientific Council of the ERC has developed a
monitoring and evaluation strategy in order to help it
fulfil its obligations to establish the ERC's overall
strategy and to monitor and quality control the
programme’s implementation from the scientific
perspective. As provided by section 3.10 of the ERC
Rules for Submission, a range of projects and studies
may be initiated for purposes related to monitoring,
study and evaluating the implementation of ERC
actions. Do you consent to allow the third parties
carrying out these projects and studies to process the
content of your proposal including your personal data
and the respective evaluation data? The privacy
statement on grants on the processing operations of
applicants and beneficiaries data for H2020 available on
the Participant Portal17 explains further how your
personal data is secured.
[Yes/No]
17
The Service Specific Privacy Statement (SSPS) processing operations of Applicants and Beneficiaries data:
Proposal
Evaluation,
Grant
Management
and
Follow-up
is
available
at
http://ec.europa.eu/research/participants/data/support/legal_notice/h2020-ssps-grants_en.pdf
19
1.1.2.2 Instructions for completing 'Part B' of the proposal
The proposal has to be presented in the form of the so-called (Part B) following the template
provided in PPSS, the use of the template is mandatory. The electronic upload of the proposal Part B
is done at Step 5 ‘Edit Proposal’ and submitted via PPSS – see point 1.1.3 of this document.
Important Notice: Please be aware that there is only one evaluation step. The “Part B” must contain
all the information required to evaluate your proposal.
The information to be included in each of the sections as well as the maximum length of each section
or its sub-sections, which needs to be respected strictly, is described below.
In fairness to all applicants, the page limits below will be applied strictly. Only the material that is
presented within these limits will be evaluated (external experts will only be asked to read the
material presented within the page limits, and will be under no obligation to read beyond them).
Each proposal page shall carry a header presenting the PI’s last name and the acronym of the
proposal.
The following parameters shall be respected for the layout:
Page Format
Font Type
Font Size
Line Spacing
Margins
A4
Times New Roman
Arial or similar
At least 11
Single
2 cm side
1.5 cm top and
bottom
The activities to be funded should draw substantially on the ERC-funded research project (whose ID
number has to be indicated in PPSS 'Part 1. General Information'), but they are not aimed at
extending the original research or predominantly concerned with overcoming technical obstacles.
The grant will cover activities at the very early stage of turning research outputs into a commercial
proposition, i.e. the initial steps of pre-competitive development of commercial potential.
Part B Section 1, 2, 3 and 4:
Please use the online word template provided in the Participant Portal Submission Page for the
call.
Section 1: The idea – Excellence in Innovation potential (max. 2 pages)
This section is about describing the idea to be taken to proof of concept in a few words (abstract) and
the innovation potential of the proposed idea. It will be used to assess the evaluation criterion #1:
Excellence in innovation potential.
20
a. Succinct description of the idea to be taken to proof of concept
Write here an "abstract-like "description of your project, explaining what the idea is all about and
what are the expected outcomes of the project. This description should be understandable for a nonspecialist in your field.
b. Demonstration of Innovation Potential
Please explain how the proposed project will greatly help move the existing ERC research to the
initial steps of a process leading to a commercial or social innovation.
Section 2 –Impact (max. 2 pages):
This section is about describing the expected impact of the PoC project. Please identify which impact
can be expected, and which benefits will the execution of the project bring to society and economy.
It will be used to assess the evaluation criterion #2: Impact
Please describe in detail:
a. Economic and/or societal benefits
b. Commercialisation process and /or any other exploitation process
c. Proposed plans for :
-
Competitive analysis (the project’s outcomes are innovative or distinctive compared to
existing solutions)
-
Testing, technical reports seeking confirmation of the actual effectiveness of the project’s
results; (where applicable)
-
IPR position and strategy18 (where applicable)
-
Industry partner(s) / societal organisation(s) / potential “end users” contacts (where
applicable)
Please refer to the ERC Work Programme 2017 (ERC Proof of Concept Grant evaluation) for the
explanation of these sub-criteria.
Important: Point c) states where applicable, this does not mean you should skip these points if not
applicable. In this case, please explain why it does not apply to the project (is it out of scope? has it
already been achieved?) in order for the evaluators to understand why this issue is not addressed in
the frame of the Proof of Concept project.
18
Any application for funding of IPR activities under the ERC Proof of Concept will not discharge beneficiaries
from their prior obligations under their pre-existing ERC Grant Agreement in respect of protecting IPR capable of
industrial or commercial application. If any foreground was potentially protectable in the pre-existing ERC project,
beneficiaries had the legal obligation to seek for adequate and effective protection according to the Rules for
Participation and the ERC Model Grant Agreement.
21
Section 3: The proof of concept plan (max 2 pages)
It will be used to assess the evaluation criterion #3: Quality and efficiency of the implementation.
This section is about describing the planning of the proposed activities, the project-management plan
and the team that will conduct the activities. You should demonstrate the relevance of the approach
chosen for establishing the technical and commercial/societal feasibility of the project.
a. Plan of the activities
b. Project-management plan
c. Description of the team
Section 4: The budget (max 1 page + costing table)
This section is about describing the resources needed for the project. You should demonstrate that
the requested budget is necessary for the implementation of the proposed activities and properly
justified.
a. Resources:
It is strongly recommended to use the budget table template included in Part B to facilitate the
assessment of resources by the panels. (For more detailed information on eligible- and non-eligible
direct and indirect costs as well as the different cost categories please consult the H2020 ERC Mono
and Multi model Grant Agreement at:
http://ec.europa.eu/research/participants/data/ref/h2020/mga/erc/h2020-mga-erc-pocmono_en.pdf
http://ec.europa.eu/research/participants/data/ref/h2020/mga/erc/h2020-mga-erc-pocmulti_en.pdf
Please use whole Euro integers only when preparing the budget table.
b. Justification (description of the budget)
Describe the necessary resources and specify any existing resources that will contribute to the
project. It is advisable to include a short technical description of the equipment requested, a
justification of its need as well as the intensity of its planned use. Please note that a properly and
correctly compiled budget with a sufficiently detailed and reasoned justification is necessary to
facilitate the evaluation on criterion #3.
Subcontracts may only cover the execution of a limited part of the project and recourse to the award
of subcontracts must be duly justified having regard to the nature of the project and what is
necessary for its implementation. Hence in the case of subcontracting please include the tasks and
budget for each subcontract as well as a brief justification for this.
Attention is also drawn to the specificities of the conditions which apply to subcontracting in terms of
the award of the contract and implementation. It is therefore noted that in certain specific contexts
it may be appropriate to consider what the most suitable modality to include the costs for third
parties may be.
Supporting Documentation
Any additional annexes, including the host institution support letter (and where relevant in case of
ethical issues) should be provided and uploaded as separate pdf documents. These annexes do not
count towards the maximum page limit for Part B.
22
1.1.2.3 Supporting Documentation
A scanned copy of the following supporting documentation needs to be submitted with the proposal
by uploading electronically in PPSS in PDF format:


The host institution (applicant legal entity) must confirm its association with and its support
to the project and the Principal Investigator. As part of the application the institution must
provide a binding statement that the conditions of independence are already fulfilled or will
be provided to the Principal Investigator if the application is successful. The host institution
support letter (template available on PPSS, or please see Annex 1 to this document) needs to
be originally signed, stamped and dated by the institution’s legal representative. Proposals
that do not include this institutional statement may be declared ineligible.
Any additional supporting documents which may be required following the indications
provided in this document (i.e. ethical self-assessment and supporting documentation for the
ethics review procedure).
Copies of official documents can be submitted in any of the EU official languages. Document(s) in any
other language must be provided together with a certified translation into English.
Please provide only the documents requested above. Unless specified in the call, any hyperlinks to
other documents, embedded material, and any other documents (company brochures, supporting
documentation, reports, audio, video, multimedia etc.) will be disregarded.
Check if the proposal is complete for the evaluation
Incomplete proposals (where parts or sections of the proposal and/or the host institution’s
commitment statement are missing) may be declared ineligible and will not be evaluated19. The
proposal must be submitted before the relevant deadline of the call.
Where there is a doubt on the eligibility of a proposal, the evaluation may proceed pending a
decision by an eligibility review committee. If it becomes clear before, during or after the evaluation
phase, that one or more of the eligibility criteria has not been met, the proposal is declared ineligible
and is withdrawn from any further examination.
19
See also section 2.4 'Eligibility check' in the ERC Rules for Submission and the ERC Work Programme 2017.
23
Box 3 Checklist – Is your proposal complete?
For the submission of a complete proposal to the Proof of Concept Grant Call, the following components
have to be prepared:
The Administrative 'Proposal submission forms': to be completed online in PPSS
 on-line forms pre-registration and sections 1, 2, 3, 4 and 5
The Proposal (Part B) and all supporting documentation should be uploaded and submitted via PPSS as PDF
files. Make sure all file names contain the 'Proposal Short Name', such as PartB_[Proposal-Short-Name].pdf
The Project Proposal (Part B):
Section 1 – The idea – Excellence in Innovation Potential
Section 2 – Impact
Section 3 – The proof of concept plan
Section 4 – The budget
The Supplementary Documents:
 The supporting statement from the host institution: originally signed, stamped and dated by the host
institution’s legal representative (see Annex 1).
 If applicable, the ethics self-assessment explaining how the ethics issues will be treated (see Annex 2 to this
document on how to write the ethics self-assessment and on the need for supporting documentation).
Please ensure that all forms and supplementary documents are uploaded correctly in PPSS before the final
submission. It is strongly recommended to double-check by downloading them and verifying their
completeness. If all components are not present in the final submission your proposal may be declared
ineligible.
24
1.1.3 How to submit the grant application
General User Guidance
 The User Guide of the Submission Service is available online
http://ec.europa.eu/research/participants/data/support/sep_usermanual.pdf
at:
 The H2020 Online Manual http://ec.europa.eu/research/participants/docs/h2020funding-guide/grants/applying-for-funding/submit-proposals_en.htm describes the
standard process of proposal submission.
 The 'IT HOW TO' wiki site provides an online IT manual with screenshots.
Proposals must be submitted electronically using the electronic submission system of the web-based
Participant Portal (PPSS)20. Access to the electronic submission system is available from the call page
(after selecting a topic, click on the ‘Submission Service’ button, and a type of action of a call) of the
Research and Innovation Participant Portal21.
An Internet browser and version 9 (or above) of the Adobe reader are needed and is set up as your
default PDF handler. Make sure Adobe Reader plug-in is enabled on your browser (all previous
reader installations must be removed).
Please note that some internet browsers and/or Operating Systems (OS) may not be supported by
the PPSS. For the specific system requirements, please refer to ‘Appendix A : Compatibility and
Troubleshooting Your System Configuration’ of the User Guide :
(http://ec.europa.eu/research/participants/data/support/sep_usermanual.pdf )
Step 1: ‘ECAS registration’ - Getting a user ID with the Commission
To be able to submit a proposal, you must first register an ECAS account. Getting a user ID with the
European Commission Authentication Service (ECAS) is mandatory in order to login to the
Participant Portal and to be able to use the different functions of the Portal, including the proposal
submission. Each time you access the proposal for editing, this user ID is requested. The same user ID
is used for all later interactions with the ERCEA, including notification of the results of the
evaluation22.
Step 2: ‘Access the proposal submission system’
Access to the system is provided from the topic's page after selecting the ‘Submission Service’ and
choosing the required action type. The system requires a login on the Portal with your ECAS ID.
Step 3: ‘Create a draft proposal’ (pre-registration)
At this step, you fill in pre-registration data for the proposal. These details will be used by the ERCEA
in order to plan the evaluation. You will not have access to this page again once it is completed and
you have progressed to Step 4, but certain data can be modified at a later stage. Be careful to choose
the correct PIC-number for your host institution AND to type the correct e-mail address of the PI at
this step. We recommend that you as a PI create the draft proposal. This is to ensure that you have
the right to manage the access rights to your proposal at Step 4.
20
In duly justified exceptional circumstances the ERCEA may authorise submission on paper.
http://ec.europa.eu/research/participants/portal/page/home
22
Further details are available here: http://ec.europa.eu/research/participants/portal/
21
25



When registering, please select the type of contact person you are: Principal Investigator,
Main Host Institution Contact, or Contact person. This will have an influence on the
subsequent steps. The person who creates the proposal becomes the ‘primary coordinator
contact’ for the proposal (as used on the Participant Portal) and will determine the access
rights of other people to the proposal data.
Acronym: This is used to identify your proposal efficiently in the call. It should be no more
than 20 characters (use standard alphabet and numbers only; no symbols or special
characters, except underscore, space, hyphen or dot).
Short summary: The short summary describes briefly the purpose of the proposal with a
maximum of 2000 characters. You may decide not to provide the full summary, but a list of
keywords of the proposal will help the services in the planning of the evaluation. The ‘short
summary’ information is copied to the ‘Abstract’ field in the online administrative form
section 1, where it can be modified (see step 5).
Please note that the list of participants will also be part of the pre-registration data.
At this step, the host institution must be identified with a Participant Identification Code (PIC).
Failure to do so blocks the preparation and the submission of the proposal! The PIC is a unique 9
digit number that helps the ERCEA identify a participant (organisation). It is used in all grant-related
interactions between the organisation and the ERCEA (or with the European Commission in other
actions of Horizon 2020). Once an organisation is registered (in the Beneficiary Register, which is
hosted in the Participant Portal), it eliminates redundant requests for information.
If a PIC is not yet available for an organisation, it can be obtained by registering the organisation in
the Beneficiary Register. A PIC is then given, which can then be used in PPSS23.
If your host institution has already participated in a 7th Framework Programme proposal, it is likely
that you already have a PIC number. You can check this on the Beneficiary Register Page, where
additional
information
on
how
to
register
is
also
available:
http://ec.europa.eu/research/participants/portal/desktop/en/organisations/register.html
You are strongly advised to register your proposal well in advance of the call deadline to verify if
the PIC is available for your host institution. If it is not, you then have sufficient time to register
and contact your host institution or the PPSS Service Desk if needed at DIGIT-EFP7-SEPSUPPORT@ec.europa.eu or (+32 (2) 29 92222).
After entering the PIC, certain sections of the online proposal submission forms are filled in
automatically. The objective of the PIC is to identify the organisation and validation of the
information will happen at a later stage, if the proposal is retained for funding.
Note:
 If an organisation has a participant identification code (PIC), it may be likely that it has a
person in charge of the administrative questions with the European Commission (the legal
entity appointed representative – LEAR24). Identifying this person inside your organisation
23
This self-registration will lead to a request by the Validation Service to the organisation to provide supporting
documents and to nominate a Legal Entity Authorised Representative (LEAR). However, this PIC code does not
need to be validated for proposal submission. If your proposal is selected, this additional information and
validation will be completed at a later stage before a grant agreement can be signed.
24
The LEAR is a person nominated in each legal entity participating in FP7/H2020. This person is the contact for
the ERCEA related to all questions on legal status. He/she has access to the on-line database of legal entities
with a possibility to view the data stored on his/her entity and to initiate updates and corrections to these data.
After the validation of the entity has been finalised, the contact person/authorised representative named in the
26
may help you in the proposal submission process. The LEAR can modify the data related to
the PIC if needed.
How to contact the LEAR? You can either (1) go to the Beneficiary Register page, click
'Search', define the PIC and click on the green CO (contact organisation) button or (2) click on
the green 'Contact LEAR' button in the Host Institution box at Step 4
Once Steps 1 to 3 are completed, the draft proposal is created in PPSS. You will receive an email
informing you that you have successfully created a draft proposal.
You can continue to Step 4 or return later to edit this draft proposal. This is done by following the
steps below:
1. Go to the Participant Portal http://ec.europa.eu/research/participants/portal/page/home
2. Click on the login button and provide your ECAS username and password
3. Click on the ‘My Proposals’ tab
4. Depending on the status of the proposal, you jump to either Step 5 ‘Edit draft’ or Step 6
‘View submitted’.
Step 4 ‘Manage Your Related Parties and access rights’
Here you see the name and details of the host institution (always participant number ‘1’) and the
name of the person who created the draft proposal. At this step, you can:

add the main host institution contact person name or the PI (if not done yet) and email

add additional organisations ('Add partners'), and

give access to other contact persons (full access or read-only access)
Be careful to type the correct e-mail address of the PI and of the main contact person for
the host institution at this step. Please note that if the Principal Investigator and the Main
Host Institution Contact is the same person (because the PI is self-employed), you must use
two different e-mail addresses as the system does not allow two identical e-mail addresses
to be entered.
Research and Innovation Participant Portal receives the PIC number. Once the LEAR is validated, he/she
manages the modifications of the entity-related information in the Research and Innovation Participant Portal and
distributes the PIC number within his/her organisation, which can be used in all proposals submission and
negotiations.
27
Organisations must be identified by their nine-digit PIC numbers. A search function is provided in the
system to facilitate the search for partners (if any). If you realise that you have made a mistake in
selecting the organisation, you can use the 'Change Organisation' button.
When giving access rights to contact persons, the e-mail address of the person serves as the main
identifier. You must define the level of access rights for each contact person:

Full access (Principal Investigator level of rights is named ‘Coordinator contact’ in
PPSS - The Coordinator contact/PI has the right to edit all parts of the proposal,
upload documents, submit, and withdraw the proposal) or read-only rights (Team
member) are supported.

For each contact person the role within the project must be defined: usually
Principal Investigator or main host institution contact in ERC actions.
Please be aware that only one person should work on the forms at any given time. If two
persons work on the forms at the same time, in case of a save conflict, the save of the first
person who opened the forms overwrites the changes made by the second person. It is
therefore recommended that you give 'read-only access' to your partners and additional
contact persons unless it is absolutely necessary to give them full access. However, please
remember that the Main Host Institution Contact has full access – it is not possible to grant
them 'read-only access'.
For the Principal Investigator and the Main Host Institution Contact Person full details will be
required later in the administrative form (section 2). Please be aware that you MUST enter
the details of the PI and the Main Host Institution Contact person at Step 4, since these
fields are not editable in Step 5 in the forms. You may at any point return to Step 4 of the
submission to add or delete any contact person or to change the access rights. Remember to
save your data before leaving Step 4.
You may also add the LEAR as a contact person (e.g. as a team member with read-only
rights) to the proposal at Step 4 of the application.
Once the coordinator saves the changes, an automatic invitation is sent to all contacts' email addresses. The invited persons can access the proposal after logging in to the
Participant Portal – with the ECAS account linked to the given e-mail address – under the
'My Proposals' tab.
28
Step 5: ‘Edit Proposal’
This step is the core of the submission process, as from this step, you can edit the administrative
proposal submission forms, view the history, print the draft proposal, download templates, upload
files and submit the proposal by clicking on the relevant buttons.
By clicking the 'Edit form' button at Step 5 of the submission wizard, users can fill in the
administrative forms of the proposal.
The ERC actions have specific administrative forms. The specificities lay mainly in the budget table, in
the call specific questions and in the list of declarations.
Guidance on how to fill in the administrative online form is provided directly in the form as ghost text
for the single entries or as additional help text hidden behind question-marks
. Some parts of the
form will be prefilled based on the data entered at pre-registration or in the Beneficiary Register.
Please use the functionality ‘Validate form’ button to check the validity and completeness of your
data. Any warning or error will be listed at the end of the validated form.
Further information on the preparation of the application (Administrative forms and Part B) is given
in points 1.1.2.1 and 1.1.2.2 of this document.

For Part B you must only use PDF (‘portable document format’). Other file formats will not
be accepted by the system. Irrespective of any page limits specified in this document, there
is an overall limit of 10 Mbytes to the size of each uploaded document (Part B, and
supporting documentation). However, it is advised to limit the size of Parts B to 2 Mbytes
each.

Unless specified in the call, embedded material and any other documents (company
brochures, scientific papers, reports, audio, video, multimedia, etc.) sent electronically or by
post, will be disregarded.

There are also restrictions to the name given to the Part B files: use alphanumeric characters;
special characters and spaces must be avoided.
You are advised to clean your document before converting it to PDF (e.g. accept all
tracked changes, delete notes).
Check that your conversion software has successfully converted all the pages of your
original document (e.g. there is no problem with page limits).
Check that your conversion software has not cut down landscape format pages to fit
them into portrait format. Check that captions and labels have not been lost from your
diagrams.
Please note that the ERCEA prints out proposals in black and white on plain A4 paper.
The printable zone on the print engine is bounded by 1.5 cm right, left, top bottom. No
scaling is applied to make the page ‘fit’ the window. Printing is done at 300 dots per inch.

Completing the Proposal submission forms in the PPSS and uploading all the necessary files
(mandatory: Part B and host institution support letter, and – if applicable – optional
annexes Ethical Self-assessment and supporting documentation for ethics issues) does not
yet mean that your proposal is submitted. Once there is a consolidated version of the
proposal, the ‘SUBMIT’ button must be pressed. The system performs a limited automatic
validation of the proposal. A list of any problems such as missing data, wrong file format or
29
excessive file size will then appear on the screen. You may submit your proposal with
warnings, but submission is blocked until all errors are corrected. However, these checks do
not replace the formal eligibility checks described in point 1.2.1 of this document and cannot
guarantee that the contents of these files respond to the requirements of the call. When
corrected, you must then repeat the above steps to achieve submission.
IMPORTANT: If the submission sequence described above is not followed,
the ERCEA considers that no proposal has been submitted.

When the proposal is successfully submitted, the system will proceed to Step 6 where a
message that indicates that the proposal has been received is displayed. The system also
sends a submission confirmation e-mail to you, with the summary data of the submitted
proposal. The mail can end up in the spam folder or be blocked by the anti-spam system of
your organisation. This automatic message is not the official acknowledgement of receipt.
Step 6: ‘Submit’
Reaching this step means that the proposal is submitted (i.e. sent to the ERCEA for evaluation). It
does not mean that the proposal is valid, complete and eligible in all respects. Within a few minutes
of submission your proposal will be available for download with an e-receipt in the PPSS system.
In Step 6 you can:
 Download the proposal. You are advised to download the proposal once submitted to check
that it has been correctly sent. The downloaded proposal with an e-receipt is digitally signed
and time stamped. The e-receipt is also the Acknowledgement of receipt.
 Re-edit the proposal, going back to Step 5. You may continue to modify the proposal and
submit revised versions overwriting the previous one right up until the deadline. The
sequence above must be repeated each time.
 Withdraw/delete the proposal before the call deadline. If the proposal is deleted or
withdrawn, it is not considered for evaluation. (Note: your proposal draft is not deleted from
the server and this withdrawal action can be reversed, but only before the deadline, by
simply submitting it again).
Once submitted, it is recommended to verify the proposal and its content by downloading all the
submitted files. We strongly advise that you submit a first version of your proposal at least 24
hours in advance of the call deadline.
Warning: Please note that in the last hours prior to call closure, the download option of checking
your submitted proposal may be disabled due to a high pressure on the system. In this case we will
inform the applicants via the Call Page on the Participant Portal under ‘call summary’ that the
function has been disabled:
To access the call page ERC-2017-PoC go to 'Funding Opportunities' in the Participant Portal, click on
Calls H2020 then select 'European Research Council' and then select the call you wish to view.
30
If the e-receipt and download option have been disabled, you may review your submitted proposal
by going back to step 5 to check the data in the administrative forms and click on ‘View History’ to
verify which attachments have been uploaded.

Proposals must be submitted before the deadline specified in the call for proposals25.

PPSS will be closed for a relevant call at its call deadline. After this moment, it will be
impossible to access PPSS for the relevant call.
Early registration and submission in PPSS is strongly recommended and should be done as early as
possible in advance of the call deadline. Applicants, who wait until shortly before the close of the
call to start uploading their proposal, take a serious risk that the uploading will not be concluded in
time and thus the ‘SUBMIT’ button will not be active anymore in order to conclude the submission
process.
Box 4: Proposal submission - important to know:

Proposals sent by means other than PPSS will not be accepted15.

Up to the call deadline, it is possible to modify a proposal simply by submitting a new version. As long
as the call has not yet closed, the new submission will overwrite the old one.

After the call deadline no update of the proposal will be accepted. Only the material that the
proposal contains within the given page limits while respecting the indicated layout parameters will
be evaluated.

Submission is deemed to occur only if the submission sequence described above has been followed
and not when the applicant starts uploading the proposal.

Proposals are kept under secure conditions at all times. When no longer needed, all copies are
destroyed except those required for archiving and/or auditing purposes.

In some rare occasions the proposal may be altered while in transit on the internet. To check that the
uploaded proposal has been received unaltered, please download and verify all uploaded files.

In case of technical problems with PPSS please contact DIGIT-EFP7-SEP-SUPPORT@ec.europa.eu
If the submission is technically successful, the applicant receives an automatic computer-generated
acknowledgement from PPSS. Acknowledgement of receipt is subsequently provided by e-mail after
the call deadline.
25
In the unlikely event of a failure of the PPSS service due to a breakdown of the Commission server during the
last 24 hours of a call, the deadline will be extended by a further 24 hours. This will be notified by e-mail to all
applicants who had registered for this call by the time of the original deadline, and also by a notice on the call
page on the Participant Portal: http://ec.europa.eu/research/participants/portal Such a failure is a rare and
exceptional event; therefore do not assume that there will be an extension to this call. If you have difficulty in
submitting your proposal, you should not assume that it is because of a problem with the Commission server, as
this is rarely the case. For technical inquiries on the use of PPSS, please contact the Participant Portal IT Help
Desk (http://ec.europa.eu/research/participants/api/contact/index.html). Please note that the ERCEA will not
extend deadlines for system failures that are not its own responsibility. In all circumstances, you should aim to
submit your proposal well before the deadline to have time to solve any problems.
31
Subsequent to submission, and only in exceptional cases, the ERCEA may contact the PI if this is
necessary to clarify questions of eligibility, ethics issues, research integrity or to verify administrative
or legal data contained in the proposal.
1.1.3.1 Modifying or withdrawing a proposal
Up to the call deadline at step 6, it is possible to modify a proposal simply by submitting a new
version. As long as the call has not yet closed, the new submission will overwrite the old one.
The last version of your proposal submitted before the deadline is the one which will be evaluated;
no later version can be substituted and no earlier version can be recovered.
Once the deadline has passed, the ERCEA cannot accept any further additions, corrections or resubmissions. However a read-only access to the submitted proposal is granted in case the PI (or
other contact persons) wishes to verify what has been submitted. This possibility is available for 90
days after the call deadline.
Proposals may be withdrawn before the call deadline at Step 6 using the ‘Withdraw’ button. These
withdrawn proposals will not be considered subsequently for evaluation.
For a proposal to be withdrawn after the call deadline, a written request for withdrawal must be
received by the Agency at the latest on the day preceding the panel meeting where a final position
on the outcome of the evaluation of that proposal is established. The withdrawal of a proposal must
be done by sending an e-mail to the call-specific mail-box (ERCEA-POC-APPLICANTS@EC.EUROPA.EU)
including a signed scanned letter of withdrawal. The ERCEA will use the date of the e-mail as
reference point when deciding if a withdrawal can be accepted. The applicant will receive an
acknowledgement of receipt of the e-mail and the signed scanned letter to confirm the withdrawal.
If more than one version of the same proposal is submitted before the call deadline, only the most
recent version is kept for evaluation. In the case of very similar proposals submitted by the same PI,
the ERCEA services may ask the PI to withdraw one or more of the proposals concerned.
Please consult regularly the Research and Innovation Participant Portal call page for updated
information
1.2 Evaluation and selection of grant proposals26
1.2.1 Eligibility Check
Proposals are first checked to ensure that all of the eligibility criteria are met.
A proposal must fulfil all of the following eligibility criteria:
26
o
It must be submitted before the submission deadline.
o
It must be complete, readable and printable (i.e. all of the requested forms, parts or
sections of the proposal, and supporting documents must be completed and
present).
See also the ERC Work Programme 2017.
32
o
Its content must relate to the objectives of the ERC call, as defined in the ERC Work
Programme 2017
o
The relation between the idea to be taken to proof of concept and the ERC frontier
research project (Starting, Consolidator, Advanced or Synergy) in question must be
demonstrated.
o
It must meet the eligibility requirements of the respective ERC grant as well as other
criteria mentioned in the relevant call for proposals.
The eligibility is checked on the basis of the information given by the PI in the proposal and in section
5 of administrative 'Proposal Submission Forms'. Where there is a doubt on the eligibility of a
proposal, the evaluation may proceed pending a final decision on an eligibility review committee. If it
becomes clear before, during or after the evaluation phase, that one or more of the eligibility criteria
has not been met (for example, due to incorrect or misleading information), the proposal will be
declared ineligible and not considered any further.
1.2.2 Evaluation of proposals
The proof of concept is a grant awarded in relation to an existing ERC-funded project which has
already been evaluated on the basis of excellence as the sole criterion. The proof of concept
opportunity to be funded will have arisen from scientifically excellent ERC-funded research that has
already been subject to rigorous peer review. The activities to be funded must draw substantially on
the ERC-supported research, but they are not aimed at extending the original research or
predominantly concerned with overcoming technical obstacles.
Per each deadline, a single-stage submission and single-step evaluation procedure will be used. The
evaluation will be conducted by independent experts. These experts may work remotely and may if
necessary meet as an evaluation panel on the application of the evaluation criteria for selection of
proposals for proof of concept grant (as described in the ERC Work Programme 2017).
- Excellence in Innovation potential
- Impact
- Quality and efficiency of the implementation (Quality of the proof of concept plan)
Independent experts will evaluate independently each eligible proposal on each of the three
evaluation criteria on a “pass/fail” basis.
In order to be considered for funding, proposals will have to be awarded a pass mark by a majority of
independent experts on each of the three evaluation criteria.
A proposal which fails one or more of the criteria will not be ranked and will not be funded.
If there is not enough budget to fund all the proposals which pass all three evaluation criteria, those
proposals which pass all three evaluation criteria will be sorted by the number of pass marks
awarded by independent experts to criterion 1 (Excellence- Innovation potential), then by the
number of pass marks awarded to criterion 2 (Impact), then by the number of pass marks awarded to
criterion 3 (Quality and efficiency of the implementation). Proposals will be funded in order of the
ranking resulting from this 3-level sorting exercise until depletion of the available budget per
evaluation round.
33
1.2.3 Ethics Review
Please see the Annex A to the ERC Rules for Submission for a detailed description of the ERC Ethics
Review procedure.
The ethics review process concerns all projects funded by the ERC in Horizon 2020. The applicants
should pay particular attention to the ethical aspects of the proposed work and should submit all
ethics documentation available for their proposal.
The process is aimed at ensuring that the Article 19 of Horizon 2020 Framework Programme, and
Articles 13 and 14 of the Rules for Participation are implemented and, in particular, that all the
research and innovation activities under Horizon 2020 comply with ethics principles and relevant
national, Union and international legislation, including the Charter of Fundamental Rights of the
European Union and the European Convention on Human Rights and its Supplementary Protocols.
The main areas that are addressed during the ethics review process include:
1. Human protection (including study participants and researchers)
2. Animal protection and welfare
3. Data protection and privacy
4. Environment protection
5. Participation of non-EU countries
6. Malevolent use of research results
When submitting their proposal, applicants must complete the Ethics Issues Table which is section 4
of the online proposal submission forms and submit an ethics self-assessment if they answer yes to
one or several questions in the Ethics Issues Table. Please see Annex 2 to this document for guidance
to write an ethics self-assessment.
Further to the outcome of the ethics review process, the host institutions and the principal
investigators receive a copy of the ethics report unsigned so as to preserve the anonymity of the
experts.
Please include any supporting documentation, such as any authorisation you may already have. This
will allow a more effective ethics clearance and an accelerated granting process if the proposal is
retained for possible funding27.
Please upload any related documents in PPSS Step 5 ‘Edit Proposal’.
PIs need to be aware that no grant agreement can be signed by ERCEA prior to a satisfactory
conclusion of the ethics review procedure.
Those whose proposals are rejected because of ethics considerations are informed of the grounds for
such a decision.
A dedicated website that aims to provide helpful information including ethics issues is available at:
http://ec.europa.eu/research/participants/portal/desktop/en/funding/guide.html
27
A full description of the Ethics Review is provided in the ERC Rules for the submission of proposals and the
related evaluation, selection and award procedures relevant to the H2020 Specific Programme.
34
1.2.5. Feedback to applicants
Official communications and feedback from the ERCEA to the PI and the host institution (applicant
legal entity) will be done via the ECAS secured web-mail account accessible via the Participant Portal.
If they have not yet registered an ECAS account, the PI or the applicant legal entity’s contact person
will receive an activation e-mail (at the address ‘E-mail 1’ provided in step 4 of the proposal
submission) inviting them to activate their ECAS account. Following to this first activation the ECAS
account will be maintained for following communications or feedback.
PIs and applicant legal entities are provided with feedback on the outcome of the evaluation through
an information letter and an evaluation summary report. The evaluation summary report indicates
whether the proposal is retained for funding or not, and provides the passed/failed status for each of
the three criteria, with corresponding comments given by the panel.
Please note that the comments by the individual experts may not necessarily be convergent –
controversy and differences in opinion about the merits of a proposal are part of the ‘evaluation
method’ and are legitimate.
1.2.5.1 Evaluation review procedure
Please see the section 3.9 of the ERC Rules for Submission for a detailed description of the
assistance, inquiries and evaluation review procedures.
Upon reception of the feedback on the outcome of the evaluation with the evaluation summary
report or with the results of the eligibility check, the PI and/or the PI’s host institution (applicant legal
entity) may wish to introduce a complaint against the ineligibility or a request for evaluation review,
if there is an indication that there has been a shortcoming in the way a proposal has been evaluated,
or that the results of the eligibility checks are incorrect. A complaint can be made if the PIs and/or
applicant legal entities consider that the assessment of the eligibility and/or evaluation of their
proposal has not been carried out in accordance with the procedures set out in the Rules for
Participation, the relevant work programme, call for proposals or the Rules for Submission. The
evaluation review procedure is not meant to call into question the judgement made by the peer
review panel; it will look into procedural shortcomings and – in rare cases – into factual errors.
The information letter will provide an electronic address to be used for the PIs and/or applicant legal
entities. The letter will specify a deadline for the receipt of any such complaints, which will be 30
days from the date of receiving the ERCEA's information letter.
Complaints must be:

related to the peer review evaluation process, or eligibility checks, for the call and grants in
question;

set out using the on-line form via the above-mentioned web-based mailing system,
including a clear description of the grounds for complaint;

received within the time limit specified on the Call information letter;

sent by the PI and/or the PI’s host institution (as the applicant legal entity).
An acknowledgement of receipt will be sent to complainants no later than two weeks after the
deadline for submitting the complaint. This acknowledgment of receipt will indicate when a definitive
reply will be provided.
A redress committee of the ERCEA may be convened to examine the eligibility checks and peer
review evaluation process for the case in question. The redress committee will bring together staff of
the ERCEA with the requisite scientific/technical and legal expertise. The committee’s role is to
35
ensure a coherent interpretation of requests, and equal treatment of applicants. The evaluation
review committee itself, however, does not re-evaluate the proposal. Depending on the nature of
the complaint, the committee may review the evaluation report, the individual comments and
examine the CVs of the experts. In the light of its review, the committee will recommend a course of
action to the ERCEA. If there is clear evidence of a shortcoming that could affect the eventual funding
decision, it is possible that all or part of the proposal will be re-evaluated. Unless there is clear
evidence of a shortcoming there will be no follow-up or re-evaluation.
Please note:

A re-evaluation will only be carried out if there is evidence of a shortcoming that affects the
quality assessment of a proposal. This means, for example, that a problem relating to one
evaluation criterion will not lead to a re-evaluation if a proposal has failed anyway on the
other criteria.

The evaluation score following any re-evaluation will be regarded as definitive. It may be
lower than the original score.

Only one request for evaluation review per proposal will be considered by the committee.

All requests for evaluation review will be treated in confidence.
The above procedure does not prevent the applicants from resorting to any other means of
seeking redress such as lodging an appeal to the Commission in accordance with Article 22 of
Council Regulation 58/2003 (the request should be sent to RTD-FOR-APPEALS-UNDER-ART-22OF-REG-58-2003@ec.europa.eu), or filing an action for annulment under Article 263 of the
Treaty on the Functioning of the European Union (TFEU) before the Court of Justice of the
European Union for a decision affecting a person or legal entity. PIs and applicant legal entities
will have to choose either one or several of these means of redress, and they are not obliged to
pursue one before another.
Please be aware that you cannot take more than one formal action at a time. Thus, if
you make, for instance, a request for eligibility review or evaluation review, you cannot
— at the same time — take any other action. If you file an Article 22 request, you cannot
— at the same time — bring an Article 263 TFEU action. You must wait for the final
decision of Commission/Agency and can then take further action against that decision.
All deadlines will start to run from when you receive the final decision.
36
2: Annexes
37
Annex 1: COMMITMENT OF THE HOST INSTITUTION28, 29,30
(Print on paper bearing the official letterhead of the host institution)
Commitment of the host institution for ERC 2017 PoC Call:
The <<please fill in here the name of the legal entity that is associated to the proposal and
may host the principal investigator and the project in case the application is successful>>,
which is the applicant legal entity, confirms its intention to host and engage the following
'principal investigator'
<<please fill in here the name of the principal investigator>>
should the proposal entitled <<acronym>> :
<<title of the proposal>> be retained.
Performance obligations of the applicant legal entity that will become the beneficiary of
the H2020 ERC Grant Agreement (hereafter referred to as the Agreement), should the
proposal be retained and the preparation of the Agreement be successfully concluded:
The applicant legal entity commits itself to host and engage the principal investigator for the
duration of the grant and to:
a) implement the action, as it will be described in Annex 1 and in compliance with the
provisions of the Agreement, and all legal obligations under applicable EU, international and
national law;
b) ensure that the work described in Annex 1 will be performed under the guidance of the
principal investigator.
For the host institution (applicant legal entity):
Name and Function
…………………. ; ………………….
Email and Signature of legal representative
…………………. ; ………………….
Stamp of the host institution (applicant legal entity)
IMPORTANT NOTE: All the above mentioned items are mandatory and shall be
included in the commitment of the host institution.
28
A scanned copy of the signed statement should be uploaded electronically via the Participant Portal Submission Service in
PDF format.
29
This statement (on letterhead paper) shall be signed by the institution’s legal representative and stating his/her name,
function, email address and stamp of the institution.
30
The statement of commitment of the host institution refers to most obligations of the host institution, which are stated in the
ERC
Model
Grant
Agreement
(MGA).
The
ERC
MGA
is
available
on
the
participant
portal:
http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html#h2020-mga-erc
38
ANNEX 2: SPECIFIC GUIDANCE RELATED TO ETHICS
Ethics Self-Assessment
Overview
The aim of the ethics self-assessment is to provide guidance for discussion of the ethics issues
involved in the proposal and of how they will be dealt with.

How do you introduce, at the outset, the ethical perspective in your research?
Please provide a description of the ethics issues associated to your proposal, making sure you cover
all topics flagged in the ethics issues table. Please specify as well any authorisation or permission
you already have for the proposed work and include copies (the ethics self-assessment and the
copies do not count towards the page limit of your proposal). All documents must be submitted in an
official EU language or the original document together with a certified translation in English or
another official EU language. Please list the documents provided with their expiry date. In case such
documents are not available yet, please provide an approximate timing for their submission.
For a detailed list of required information and documents related to each ethics issue, see the table
listed in this annex ‘Information and documents to be provided by the applicants’.
Human embryos/foetus
Please make sure that you describe adequately why the use of human embryos/foetus is needed, the
ethics issues associated to it and how you plan to deal with them and to conform to national
legislation.
Please note that research on human stem cells, both adult and embryonic, may be financed,
depending both on the contents of the scientific proposal and the legal framework of the Member
States involved. No funding shall be granted for research activities that are prohibited in all the
Member States. No activity shall be funded in a Member State where such activity is forbidden.
Any proposal for research on human embryonic stem cells shall include, as appropriate, details of
licensing and control measures that will be taken by the competent authorities of the Member States
as well as details of the ethics approvals that will be provided. As regards the derivation of human
embryonic stem cells, institutions, organisations and researchers shall be subject to strict licensing
and control in accordance with the legal framework of the Member States involved31.
If your proposal involves the use of Human embryos/foetus, including human embryonic stem cells
(hESC), please provide the following information:

Confirm that the proposal does not include research activities which destroy embryos
including for the procurement of stem cells;
31
Regulation of the European Parliament and of the Council laying down the rules for the participation and
dissemination in 'Horizon 2020 – the Framework Programme for Research and Innovation (2014-2020)
Regulation of the European Parliament and of the Council establishing Horizon 2020 - The Framework
Programme for Research and Innovation (2014-2020)
39




Confirm that you have taken into account the legislation, regulations, ethics rules and/or
codes of conduct in place in the country(ies) where the research is to take place, including
the procedures for obtaining informed consent;
Describe the origin of the Human embryos/foetus/hESC;
Describe the measures taken to protect personal data, including genetic data, and privacy;
Describe the nature of financial inducements, if any.
If already available at this stage, please submit the national/local ethics approvals, information
sheets and informed consent forms to cover the research on Human embryos/foetus, including
human embryonic stem cells (hESC).
Humans
This category refers to any type of research involving empirical work with human beings, regardless
of the scientific domain. Common to all fields, the main ethics issues concern the respect for persons
and for human dignity, the just distribution of research’s benefits and burden, the social value and
the rights and interests of research participants, the need to ensure participants’ free informed
consent (with particular attention to vulnerable categories of individuals such as children, patients,
discriminated people, minorities, persons unable to give consent, etc.). Research methodologies
should not result in discriminatory practices or unfair treatment.
When children and other persons unable to give consent are directly involved, their assent (besides
parents or legal guardians’ consent) should be elicited when feasible32.
With regard to proposals in the field of social sciences and humanities, their peculiarity for what
concerns ethics issues and requirements should be taken into consideration. Please specify what
type of work with humans is involved (ex: interviews, observation, experiments with volunteers, and
whether those include physical interventions), and discuss the ethical implications of the chosen
methodologies. For instance, describe the sampling methods or recruitment procedures and discuss
whether they may result in discriminatory practices. Assess whether the research topics or
methodologies may entail any psychological, social, legal or other type of harm to participants. If due
to the research context or methodology, standard written informed consent procedures are not
applicable or advisable, please explain how you will ensure consent in a more appropriate way. The
involvement of persons having personal or hierarchical links with the investigators should be
avoided, or else the procedure to ensure real free and informed consent should be described
(including students being awarded academic credits for participating in research projects).
For guidance on how to deal with ethics issues in social research, see also:
http://ec.europa.eu/research/participants/data/ref/fp7/89867/social-sciences-humanities_en.pdf
With regard to medical studies, the Declaration of Helsinki33 sets the ethics framework for research,
specifying the main principles for medical research (e.g. protection of life, health, dignity, integrity,
right to self-determination, privacy, and confidentiality of personal information of research subjects,
protocols’ design, role of research ethics committees, informed consent procedures, etc).
Moreover, projects funded under the EU research framework programmes have to comply with the
principles enshrined in the Council of Europe Convention on human rights and biomedicine – known
as the Bioethics Convention (Oviedo). Its main purpose is to protect individuals against exploitation
32
Directive 2001/20/EC of the European Parliament and of the Council of 4 April 2001 on the approximation of the
laws, regulations and administrative provisions of the Member States relating to the implementation of good
clinical practice in the conduct of clinical trials on medicinal products for human use – see article 4 and 5.
33
WMA Declaration of Helsinki - Ethical Principles for Medical Research Involving Human Subjects
40
arising out of treatment or research and it contains several detailed provisions on informed
consent34.
Regarding clinical trials, they must comply with the EU Directive on Clinical Trials 35. Its purpose is to
rationalise the procedure involving documentation and administration required for conducting
clinical trials, and to ensure that patients are afforded the same protection in all EU Member States.
On 17 July 2012, the Commission adopted a "Proposal for a Regulation of the European Parliament
and of the Council on clinical trials on medicinal products for human use (and repealing Directive
2001/20/EC), which is expected to enter into force in 2016, and should also be taken into account.
Please explain how your research will take into account the relevant ethical framework.
Human cells/tissues
Human cells and tissues used in the research should either be commercially available (please indicate
the source) or, in case you produce them or they originate from another laboratory, you should
demonstrate that their production is ethically authorized. If cells or tissues derive from clinical
practice (e.g. operations), please make sure that donors have provided their informed consent to
their use for research.
If your research implies use of human cells/tissues collected in the framework of another research
project, please provide the adequate authorisations to secondary use.
Please specify if any material from existing biobanks will be used. Please specify if your project has
the aim or effect to set up a biobank.
Protection of personal data
Please explain how you will ensure privacy and confidentiality in personal data collection and
processing, in accordance with EU legislation, in particular:
Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 on the
protection of individuals with regard to the processing of personal data and on the free movement of
such data.
However, the European legislation on data protection is evolving and the coming legislation should
also be taken into consideration – (Reform of data protection legislation:
http://ec.europa.eu/justice/data-protection/)
In case your research involves the collection/processing of sensitive personal data (health, sexual
lifestyle, ethnicity, political opinion, religious or philosophical conviction) or genetic information,
please justify the need for their collection, discuss the possible ethics implications and how you will
address them.
In case your research involves tracking or observation of participants, please state whether any
video or photo will be used publicly and describe the methods you will use to guarantee the privacy
of the participants.
In case you are planning to use secondary data, please specify if these originate from publicly
available sources, or, if not, whether the data has been authorized for secondary use (by primary
34
The article on the purpose and object of the Convention states that the Parties “shall protect the dignity and
identity of all human beings and guarantee everyone, without discrimination, respect for their integrity and other
rights and fundamental freedoms with regard to the application of biology and medicine”. The Convention also
concerns equitable access to health care, professional standards, protection of genetic heritage and scientific
research.
35
Directive 2001/20/EC. The Clinical Trials Directive is concretised further by Commission Directive 2005/28/EC
of 8 April 2005 laying down principles and detailed guidelines for good clinical practice as regards investigational
medicinal products for human use.
41
owner of the data who must also confirm that the informed consent included the possibility of a
secondary use of data).
In any case, please describe in details the specificity of data collection, storage, protection,
retention and destruction. Please provide as well an authorisation from the University data
protection controller or national data protection authority.
Animals
Animal welfare is a value of the Union (Article 13 of the TFEU). Animals have an intrinsic value which
must be respected and they must be treated as sentient creatures. As a consequence, one of the
main aims of the Directive 2010/63/EU is to improve the welfare of animals used in scientific
procedures, taking into account that new scientific knowledge is available in respect of factors
influencing animal welfare as well as the capacity of animals to sense and express pain, suffering,
distress and lasting harm.
According to the Directive, it is compulsory to carry out ethical evaluation based on the principles of
replacement, refinement, reduction (3Rs principle) and all breeders, suppliers, users and the
experiments with animals must be authorised.
Therefore, in addition to provide authorisations if already available, please elaborate on the need to
use animals and the justification to this; consider whether your project has been designed so that
procedures involving animals are carried out in the most humane and environmentally sensitive
manner possible; make sure that the 3Rs principle will be adequately implemented; reflect on
appropriateness of veterinary care and husbandry, impact on animals in terms of pain and distress
(mention the anaesthesia and euthanasia methods if any); perform a harm-benefit analysis.
Provide reference to compliance with relevant EU and national legislation, see in particular:
Directive 2010/63/EU of the European Parliament and of the Council of 22 September 2010 on the
protection of animals used for scientific purposes
Non-EU countries
International research raises several concerns, especially when they take place in developing or
emerging–economy countries where participants may be more vulnerable due to economic or
political reasons, and a significant disparity of power may exist between researchers and research
participant.
Thus, the researcher must ensure that he will comply with the relevant EU legislation in addition to
the legislation of the host country. He should also comply with international reference documents,
such as the Declaration of Helsinki.
The researcher should also make sure – if applicable – that the benefits of the research are shared
with relevant local actors.
Therefore, if the Host institution of the project is located in an associated country Please check the
H2020 Online Manual and click on ‘International coorporation’ for up-to-date information on this
topic,or if the project includes research activities taking place in a non-EU country, the PI must
provide a declaration that he will rigorously apply the ethical standards and guidelines of H2020,
regardless of the country in which the research is carried out.
In case work is foreseen in low or lower-middle income country(ies) according to World Bank
classification,, an authorization from local competent institutions (as appropriate) will be required.
42
In case of exportation of any materials outside a non-EU country – including personal data - some
additional documents are required, including an ethics approval, the local authorisation for export,
and a Material Transfer Agreement.
In case of use of local resources (and especially animal and/or human tissue samples, genetic
material, live animals, human remains, materials of historical value, endangered fauna or flora
samples), please explain which resources are used, why and what measures are foreseen on this
specific aspect for benefit sharing.
Finally, if the situation in the country may put individuals taking part in the research at risk, please
provide details on the foreseen security measures, including insurance cover.
For further guidance, please see http://ec.europa.eu/research/participants/docs/h2020-fundingguide/cross-cutting-issues/ethics_en.htm
Environmental protection
Some types of research may imply a risk for the safety of the environment or of the staff involved.
Examples include studies on pathogen agents and virus, or experiments that may lead to the release
of dangerous substances or particles in the air/water/soil or in the human body.
If your research implies such risks, you are required to describe the foreseen security, health and
safety measures, and their conformity with EU and national guidelines.
See: Directive 2000/54/EC (on the protection of workers from risks related to exposure to biological
agents at work), Directives 2009/41/EC and 98/81/EC (on the contained use of genetically modified
micro‐organisms – GMMs, and European Commission Recommendation of 07/02/2008 on a Code of
Conduct for Responsible Nanosciences and Nanotechnologies Research).
If your research takes place in a protected area, please take into consideration the relevant
Directives, namely Directive 2008/56/ECof the European Parliament and of the Council of 17 June
2008 establishing a framework for community action in the field of marine environmental policy
(Marine Strategy Framework Directive) – specifically its Annex III ; Council Directive 92/43/EEC of 21
May 1992 on the conservation of natural habitats and of wild fauna and flora ; Council directive
79/409 EEC on the conservation of wild birds
Dual use
Dual use specifically refers to technologies that can be used for both peaceful and military aims (See
Regulation No 428/2009 of 5 May 2009 setting up a Community regime for the control of exports,
transfer, brokering and transit of dual-use items). The technologies might present a danger to
participants, or to society as a whole, if they were improperly disseminated and must be correctly
identified, mentioning as well if they are defensive or offensive.
In the bio-medical field, dual use refers for instance to research which may enhance the virulence of
microorganisms causing diseases; diminish the immunity of the host; enhance the transmissibility of
the pathogens (enhance the contagiousness); alter (enlarge) the host range of the pathogen; render
a vaccine ineffective; confer resistance to life-saving antibiotics; prevent diagnosis of infection or
detection of a pathogen; enable eventual weaponization, severity of disease/symptoms or mass
casualty, see:
http://ec.europa.eu/research/participants/data/ref/fp7/89888/ethics-for-researchers_en.pdf
In case your research may fall under the mentioned categories, please provide details on the project
and on the measures that you foresee to prevent/address/mitigate the risks they might raise.
43
Misuse
In general, potential misuse of research may be defined as “research involving or generating
materials, methods or knowledge that could be misused for unethical purposes”.
The main areas of concern regarding potential misuse are: research involving agents or equipment
that could be directly misused for criminal or terrorist purposes; research which creates knowledge
that could be used for criminal or terrorist purposes; research which can result in stigmatization and
discrimination; application and development of surveillance technologies; data mining and profiling
technologies.
Other ethics issues
If any other ethically relevant issues apply to your project, please describe them here and explain
how you address them.
44
ETHICS ISSUES TABLE - CHECKLIST
Information and documents to be provided by the applicants
BOX 1: HUMAN EMBRYOS/FOETUS
Does your research involve Human Embryonic Stem Cells
(hESCs)?i
- Will they be directly derived from embryos within
If YES:
this project?
- Are they previously established cells lines?
Information to be provided
Documents to be provided
Research cannot be funded.
Research cannot be funded.
Origin and line of cells.
Copies of relevant Ethics Approvals.
Details on licensing and control measures by the competent
authorities of the Member States involved.
Does your research involve the use of human embryos?
Does your research involve the use of human foetal tissues /
cells?
Origin of embryos.
Copies of relevant Ethics Approvals.
Details on recruitment and informed consent procedures.
Informed Consent Forms.
Origin of human foetal tissues/cells.
Information Sheets.
Copies of relevant Ethics Approvals.
Details on informed consent procedures.
Informed Consent Forms.
Information Sheets.
45
BOX 2: HUMANS
Does your research involve human participants?
If YES:
Information to be provided
Documents to be provided
Please provide information in one of the subcategories below:
- Are they volunteers for social or human sciences
research?
Details on recruitment and informed consent procedures.
Copies of relevant Ethics Approvals.
Informed Consent Forms.
- Are they persons unable to give informed consent?
Information above plus:
Information Sheets.
Documents as above.
- Are they vulnerable individuals or groups?
Details on the procedures used to ensure that there is no
coercion on participants.
Details on the type of vulnerability.
Documents as above.
- Are they children/minors?
Details on recruitment and informed consent procedures.
Information above plus:
Documents as above.
Details on the age range.
Details on children/minors assent procedures.
- Are they patients?
Describe the procedures to ensure welfare of child/minor.
Details on the nature of disease/condition/disability.
Documents as above.
- Are they healthy volunteers for medical studies?
Details on recruitment and informed consent procedures.
Information above plus:
Copies of relevant Ethics Approvals.
Details on incidental findings. policy.
Does your research involve physical interventions on the
study participants?
If YES: - Does it involve invasive techniques?
- Does it involve collection of biological samples?
Risk assessment.
Details on the type of samples to be collected.
Details on procedures for collection of biological samples.
46
Copies of relevant Ethics Approvals.
Copies of relevant Ethics Approvals.
BOX 3: HUMAN CELLS / TISSUES
Does your research involve human cells or tissues? (Other
than from “Human Embryos/Foetus” i.e. BOX 1)
- Are they available commercially?
If YES:
- Are they obtained within this project?
- Are they obtained within another project?
- Are they deposited in a biobank?
BOX 4: PROTECTION OF PERSONAL DATAii
Does your research involve personal data collection and/or
processing?
- Does it involve the collection and/or processing of
If YES: sensitive personal data (e.g. health, sexual lifestyle,
ethnicity, political opinion, religious or philosophical
conviction)?
- Does it involve processing of genetic information?
- Does it involve tracking or observation of
participants?
Does your research involve further processing of previously
collected personal data (secondary use)?
Information to be provided
Details on cell types and provider (company or other).
Details on cell types.
Details on cell types.
Documents to be provided
Details on cell types.
Copies of relevant Ethics Approvals.
Authorisation by primary owner of cells/tissues
(including references to ethics approval).
Details on biobank and access to it.
Information to be provided
Documents to be provided
Details on protection of privacy/confidentiality.
Copies of relevant Ethics Approvals for the
collection of personal data.
Details of procedures for data collection, storage, protection,
retention, destruction or re-use.
Explicit confirmation of compliance with national and EU
legislation.
Information as above.
Information as above plus:
Details on methods used for tracking or observing participants.
Details of the database used or to the source of data.
Confirmation of open public access to the data or of
authorisation for secondary use.
Informed Consent Forms.
Information Sheets.
Copies of relevant Ethics Approvals for the
processing of genetic information.
Copies of relevant Ethics Approvals for the
collection of personal data.
Document confirming open public access to the
data (e.g. print screen from Website) or
authorisation by primary owner of data
Informed Consent Form (if applicable).
47
BOX 5: ANIMALSiii
Does your research involve animals?
Information to be provided
Confirmation of compliance with relevant EU and national
legislation.
Documents to be provided
Copies of all appropriate authorisations for the
supply of animals and the project experiments.
Number of animals to be used, nature of the experiments,
procedures, anticipated impact and how this will be minimised.
Copies of training certificates/ personal licences
of the staff involved in animal experiments.
Details on species and rationale for their use.
Details on procedures to ensure animal welfare.
If YES:
- Are they vertebrates?
Details on implementation of the 3Rs Principle.
Information as above.
Documents as above.
- Are they non-human primates?
Information above plus:
Documents as above.
Confirmation of compliance with Art. 8, 10, 28, 31, 32 (Directive
2010/63/EU).
Personal history file
(See art. 31 of Directive 2010/63/EU).
- Are they genetically modified?iv
Discussion of specific ethics issues related to their use.
Confirmation of compliance with relevant EU and national
legislation.
Copies of all appropriate authorisations for the
supply of animals and the project experiments.
Number of animals to be used, nature of the experiments,
procedures, anticipated impact and how this will be minimised.
Copies of training certificates/ personal licences
of the staff involved in animal experiments
Details on species and rationale for their use.
Details on procedures to ensure animal welfare.
Details on implementation of the 3Rs Principle.
Information as above
- Are they cloned farm animals?
Copies of all appropriate authorisations for the
supply of animals and the project experiments.
Copies of training certificates/ personal licences
48
of the staff involved in animal experiments.
Information as above plus:
- Are they endangered species?
Copies of specific authorisation for cloning.
Copies of all appropriate authorisations for the
supply of animals and the project experiments.
Confirmation of compliance with Art. 7 - Directive 2010/63/EU.
Discussion of specific ethics issues related to their use.
BOX 6: NON-EU COUNTRIES
Does your research involve non-EU countries?
Countries:(Maximum
_____________________
number
of
characters
allowed:
1000)
Copies of training certificates/ personal licences
of the staff involved in animal experiments.
Information to be provided
Documents to be provided
Details on activities carried out in non-EU
countries.
Signed declaration to confirm compliance with
ethical standards and guidelines of H2020.
Copies of relevant Ethics Approvals from EU
country host and non-EU country (double ethics
review, if possible).
Do you plan to use local resources (e.g. animal and/or human tissue
samples, genetic material, live animals, human remains, materials of
historical value, endangered fauna or flora samples, etc.)?
Details on type of local resources to be used
and modalities for their use.
In case of human resources, copies of relevant
Ethics Approvals, as above.
Do you plan to import any material, including personal data, from non-EU
countries into the EU?
Details on type of materials or data to be
imported.
As above (use of local resources) and:
Details on type of materials or data to be
exported.
Authorisation for export from EU.
In case of animals, plants, micro-organisms and
associated traditional knowledge, document
showing compliance with Convention on
Biodiversity (e.g. access permit and benefit
sharing agreement)
Material Transfer Agreement (MTA).
If you consider importing data, please fill in Box 4 on data protection too.
If
YES:
- Specify material and countries involved (maximum number of characters
allowed: 1000)
________________________________________________________________
Do you plan to export any material – including personal data –from the EU to
non-EU countries?
If you consider exporting data, please fill in Box 4 on data protection too.
49
Material Transfer Agreement (MTA).
If
YES:
- Specify material and countries involved (maximum number of characters
allowed: 1000)
________________________________________________________________
If your research involves low and/or lower middle income countries36, are
any benefit-sharing actions planned?
Details on benefit sharing measures.
Details on responsiveness to local research
needs.
As above (use of local resources) and narrative
document describing benefit sharing,
responsiveness to local research needs and
capacity building.
Details on procedures to facilitate effective
capacity building.
Could the situation in the country put the individuals taking part in the
research at risk?
BOX 7: ENVIRONMENTAL PROTECTION AND SAFETYv vi vii
Does your research involve the use of elements that may cause harm to the
environment, to animals or plants?
Details on safety measures to be implemented,
including training.
Insurance cover
Information to be provided
Documents to be provided
Confirmation of compliance with national/local
guidelines/legislation
Safety classification of laboratory.
GMO authorisation, if applicable.
Details on safety measures to be implemented.
Does your research deal with endangered fauna and/or flora and/or protected areas?
Confirmation of compliance with
international/national/local
guidelines/legislation37
Specific approvals, if applicable.
Does your research involve the use of elements that may cause harm to humans,
Details on health and safety procedures.
University safety procedures.
36
For a list of low and/or lower middle income countries, see: http://data.worldbank.org/about/country-classifications/country-and-lending-groups
37 See, in particular:
Directive 2008/56/EC; Council Directive 92/43/EEC; Council Directive 79/409/EEC
Council Regulation (EC) No 338/97.
Council Decision 93/626/EEC
Council Decision 2002/628/EC.
50
including research staff?
BOX 8: DUAL USEi, viii
Confirmation of compliance with national/local
guidelines/legislation
Safety classification of laboratory.
Information to be provided
Documents to be provided
Information to be provided
Documents to be provided
Does your research have the potential for military applications?
BOX 9: MISUSE
Does your research have the potential for malevolent/criminal/terrorist
abuse?
BOX 10: OTHER ETHICS ISSUES
Are there any other ethics issues that should be taken into consideration?
Information to be provided
Any relevant information.
Documents to be provided
Any relevant document.
Please specify:
(Maximum number of characters allowed: 1000)
______________________________________
i
REGULATION OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL laying down the rules for the participation and dissemination in 'Horizon 2020 – the Framework
Programme for Research and Innovation (2014-2020)
51
and
REGULATION OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL establishing Horizon 2020 - The Framework Programme for Research and Innovation (20142020)
ii
Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 on the protection of individuals with regard to the processing of personal data and on
the free movement of such data
iii
DIRECTIVE 2010/63/EU OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 22 September 2010 on the protection of animals used for scientific purposes
DIRECTIVE 2009/41/EC OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 6 May 2009 on the contained use of genetically modified micro-organisms and
REGULATION (EC) No 1946/2003 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 15 July 2003 on transboundary movements of genetically modified
organisms – see specifically its articles 4 to 11 and its annexes III to V
v
DIRECTIVE 2000/54/EC OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 18 September 2000 - On the protection of workers from risks related to exposure to
biological agents at work – see specifically its Chapter II and article 16
iv
vi
DIRECTIVE 2009/41/EC OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 6 May 2009 on the contained use of genetically modified micro-organisms – see
specifically its annex IV
and
REGULATION (EC) No 1946/2003 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 15 July 2003 on transboundary movements of genetically modified
organisms - – see specifically its articles 4 to 11 and its annexes III to V
DIRECTIVE 2001/18/EC of the European Parliament and of the Council of 12 March 2001 on the deliberate release into the environment of genetically modified organisms
COUNCIL DECISION 2002/628/EC: of 25 June 2002 concerning the conclusion, on behalf of the European Community, of the Cartagena Protocol on Biosafety
COUNCIL DECISION 93/626/EEC of 25 October 1993 concerning the conclusion of the Convention on Biological Diversity
vii
DIRECTIVE 2008/56/EC OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 17 June 2008 establishing a framework for community action in the field of marine
environmental policy (Marine Strategy Framework Directive) – specifically its Annex III
COUNCIL DIRECTIVE 92/43/EEC of 21 May 1992 on the conservation of natural habitats and of wild fauna and flora
Council directive 79/409 EEC on the conservation of wild birds and
Council Regulation (EC) No 338/97 on the protection of species of wild fauna and flora by regulating trade therein
viii
COUNCIL REGULATION (EC) No 428/2009 of 5 May 2009 setting up a Community regime for the control of exports, transfer, brokering and transit of dual-use items
)
52
Electronically signed on 29/07/2016 11:09 (UTC+02) in accordance with article 4.2 (Validity of electronic documents) of Commission Decision 2004/563